1.2 CCDF Policy Decision Authority

The Lead Agency has broad authority to administer (i.e., establish rules) and operate (i.e., implement activities) the CCDF program through other governmental, non-governmental, or public or private local agencies as long as the Lead Agency retains overall responsibility for the administration of the program. Administrative and implementation responsibilities undertaken by agencies other than the Lead Agency must be governed by written agreements that specify the mutual roles and responsibilities of the Lead Agency and other agencies in meeting the program requirements. 1.2.1 Entity establishing CCDF program rules Which of the following CCDF program rules and policies are administered (i.e., set or established) at the State or Territory level or local level? Identify whether CCDF program rules and policies are established by the State or Territory (even if operated locally) or whether the CCDF policies or rules are established by local entities, such as counties or workforce boards. Check one of the following: a. [x] All program rules and policies are set or established by the State or Territory. (If checked, skip to question 1.2.2.) b. [ ] Some or all program rules and policies are set or established by local entities or agencies. If checked, indicate which entities establish the following policies. Check all that apply: i. Eligibility rules and policies (e.g., income limits) are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: ii. Sliding-fee scale is set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iii. Payment rates and payment policies are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iv. Licensing standards and processes are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: v. Standards and monitoring processes for license-exempt providers are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vi. Quality improvement activities, including QIS, are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vii. Other. List and describe any other program rules and policies that are set at a level other than the State or Territory level: 1.2.2 Entities implementing CCDF services The Lead Agency has broad authority to operate (i.e., implement activities) through other agencies, as long as it retains overall responsibility for CCDF. Complete the table below to identify which entity(ies) implements or performs CCDF services. Check the box(es) to indicate which entity(ies) implement or perform CCDF services. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who conducts eligibility determinations? [x] [ ] [ ] [ ] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who assists parents in locating child care (consumer education)? [x] [ ] [x] [x] [ ] Describe: Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [ ] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: Who operates the quality improvement activities? [x] [ ] [x] [x] [ ] Describe: 1.2.3 Information systems availability For any activities performed by agencies other than the Lead Agency as reported above in 1.2.1 and 1.2.2, identify the processes the Lead Agency uses to oversee and monitor CCDF administration and implementation activities to retain overall responsibility for the CCDF program. Check and describe how the Lead Agency includes in its written agreements the required elements. Note: The contents of the written agreement may vary based on the role the agency is asked to assume or type of project but must include, at a minimum, the elements below. a. Tasks to be performed. [x] Yes. If yes, describe: The Child Care Resource and Referral (CCR&R) agencies are contracted by the Lead Agency to provide coaching and training supports to implement developmentally- appropriate practice in early learning centers and registered family child care homes. The CCR&Rs also maintain an early learning resource center that provides activities that engage and support families in finding care within the early learning community and increase connections, resources, and collaboration. In addition, written agreements with local-level early childhood Community Network Lead Agencies (CNLAs), many of whom are Local Government Agencies, are in the form of assurances that are signed by the CNLAs. These agreements include coordinating CLASS® observations, ensuring feedback is provided to all participating programs, maintaining compliance with shadow score requirements for all reliable observers, and submitting an annual Coordinated Observation plan for quality improvement, as part of the Lead Agency’s statewide accountability system. Furthermore, the Lead Agency’s local early childhood CNLAs work to ensure ease of access to early childhood programs and assist parents in locating child care by working to coordinate enrollment across publicly-funded programs. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: CCR&Rs are asked to provide monthly records that document the completion of required services related to differentiated coaching and technical assistance, training, and the early learning resource center. This documentation records the name of the early learning site served and includes information on the focus of the service provided. Community Network Lead Agencies are required to submit an annual Coordinated Observation Plan for all local observations, local observation results as observations are made, a count of all publicly-funded birth-to-age-five children by site twice annually, an annual community-wide application for early childhood public funding, and an annual Coordinated Enrollment Plan for the community. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: CCR&R budgets align with delivery of the defined services provided, including coaching, technical assistance, group training, an early learning resource center, and respite care as needed. Community Network Lead Agencies utilize CCDF funds to support CLASS® observation costs, Coordinated Enrollment costs, and administrative costs to support the community network. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: CCR&Rs are evaluated monthly based on their executed deliverables through the measure of success reports, which provides data from coaching caseloads and on-site observations. CCR&Rs develop data-driven plans that are tailored to the specific needs of sites, classroom- and/or child-level data or reports, and current Lead Agency initiatives. In addition, periodic on-site observations by the Lead Agency in conjunction with the CCR&R Master Coaches provides in-field understanding of changes in recipient practice to inform further high-quality professional learning and workforce development. The Lead Agency will assess performance of CCR&R agencies based on the CCR&Rs’ executed deliverables in regard to the data-driven plans developed and based on metrics reflecting improvements observed in the sites and classrooms. Community Network Lead Agencies, as well as the publicly-funded programs within the network, receive an annual Performance Profile rating, which is aligned to the QRIS and measures the quality of teacher-child interactions in every classroom, using CLASS® observations. These Performance Ratings are separated into five categories: ￿Unsatisfactory￿ (1.00-2.99), ￿Approaching Proficient￿ (3.00-4.49), ￿Proficient￿ (4.50-5.24), ￿High Proficient￿ (5.25-5.99) and ￿Excellent￿ (6.00-7.00). Sites rated ￿Excellent,￿ ￿High Proficient,￿ and ￿Proficient￿ are considered quality sites. The Department also provides networks with data sheets that show changes in site and network performance over multiple years. [ ] No. If no, describe: e. In addition to the written agreements identified above, describe any other monitoring and auditing processes used to oversee CCDF administration. The CCR&Rs utilize a standardized tracking system that provides the Lead Agency with real-time data related to the date, time, classroom, and site where coaching and technical assistance is being provided as part of quality improvement activities. Data-driven decisions are made between the Lead Agency and the CCR&Rs to determine each year’s successful implementation of high-priority coaching caseloads and coaching dosages to be used. In addition, a Lead Agency program monitor is assigned to CCR&Rs and service areas to monitor quality support interventions for the high-priority or active coaching sites. These interventions are determined based on the annual Performance Profile rating for each site. The active coaching sites include Site Improvement sites, sites with ￿Approaching Proficient scores,￿ and new sites and/or new teachers. In addition, periodic on-site observations by the Lead Agency in conjunction with the CCR&R Master Coaches provides the Lead Agency with understanding of changes in recipient practice to inform further high-quality professional learning and workforce development and to provide further guidance on expectations to CCR&Rs. The Lead Agency will also review CCR&R survey data on coaching, technical assistance, and training provided. Each semester Lead Agency staff members ensure that CNLAs conduct CLASS® observations in all required classrooms, via monitoring of CLASS® data submitted by a Lead Agency-operated portal. Failure to conduct a CLASS® observation in any observation period results in the CNLA receiving a "Failure to Observe" notice. Repeated failure to observe may result in the termination of a site’s Academic Approval. 1.2.4 Certification of shareable information systems. Does the Lead Agency certify that to the extent practicable and appropriate, any code or software for child care information systems or information technology for which a Lead Agency or other agency expends CCDF funds to develop is made available to other public agencies? This includes public agencies in other States for their use in administering child care or related programs. [x] Yes. [ ] No. If no, describe: 1.2.5 Confidential and personally identifiable information Certification of policies to protect confidential and personally identifiable information Does the Lead Agency certify that it has policies in place related to the use and disclosure of confidential and personally identifiable information about children and families receiving CCDF assistance and child care providers receiving CCDF funds? [x] Yes. [ ] No. If no, describe: